Budget tracking system

The Hjørring Municipality in Denmark from Europe region has released this tender for Requirements for the acquisition of a budget follow-up system Commissioning The budget follow-up system must be a fully developed system that is ready for commissioning on 1 January 2027 with historical data for 2024 and 2025, as well as budgets, allocations and consumption for 2026. Hjørring Municipality does not wish to participate in the development of a budget follow-up system. Integration with existing systems The system must be able to be integrated with all current financial and payroll systems on the municipal market. User interface The system must have a user-friendly interface in Danish that is easy to navigate for both central and decentralized employees. The user interface must provide a clear overview of the year's 12 months, indicating what is actual consumption and what is expected/allocated consumption. At the same time, previously entered expectations/allocated consumption must be visible. Reporting The system must be able to generate relevant reports and must be able to deliver data for further processing in Hjørring Municipality's BI tool and Excel. Security The system must meet the highest security standards, including encryption of data during transfer and storage, logging user access and supporting various access-granting roles with both central and decentralized areas of responsibility. Access control must be based on "single sign-on" access management and must be able to be managed based on Hjørring Municipality's political and/or administrative hierarchy, so that the individual user can easily be set up for an account area that constitutes the user's budget responsibility. Scalability The system must be scalable in order to be able to handle future expansions and increased data volume and adapt to changes in the organizational structure and chart of accounts. Development, support and maintenance The supplier must offer Danish support and maintenance agreements, including regular updates, bug fixes and functionality in the system throughout the contract period. Payment for this must be included in the annual payment. Functional requirements The system must provide a clear and comprehensive overview of actual consumption, budget, salary consumption, reimbursements and simulations based on data from the financial and payroll system. It must be possible via "drill down" to view detailed salary information at the person level and on salary types as well as master data for each employee without having to access the payroll system. The result of actual consumption, simulations and allocations must be able to provide the user with an expected annual financial statement, which they must be able to compare - month by month - with their expected consumption. Users' reports of their own allocations and budget adjustments must be reflected immediately in the system's overview. It must also be possible to link relevant documentation to their own allocations in the form of email, files, etc. The expected annual financial statement at all levels must be aggregated into a total expected annual financial statement for the entire municipality.The system must support a dialogue between the decentralized units and the central staff via comments and notes on the allocations and budget adjustments that are reported in the system. Managers with budget responsibility must be able to carry out their management supervision in the system both in terms of budget follow-up, including expected accounting, document control and personnel-related controls. Via links in the system, it must be possible to easily and quickly view invoices from the financial system and thus, for example, support control of automated documents. Conversely, it must be possible for managers to insert relevant links to reports. The management supervision must allow for the issuance of user certification on different systems. It is important that the management supervision also supports dialogue between decentralized managers and the central staff, including follow-up on the implementation of the controls. with tender notice no. 673394-2026 published on 07 Oct 2026. The tender is due to expire on 29 Dec 2026. This tender is sourced from TED Europa and is eligible for suppliers interested in Financial information systems. Interested bidders can obtain further information including complete bid documents or ways to participate by registering on Tender Impulse and referencing via Tender Impulse ID 15298313.